Flu Vaccination – record keeping and data requirements

Flu Vaccination – record keeping and data requirements

In light of the General Data Protection Regulations and to facilitate the expansion of the post-payment verification process to cover the Flu Vaccination Service, the consent form and record form were separated into two different forms in 2018/19.

It is therefore important to discard any previously printed versions of the Flu Vaccination record and consent forms from previous years and ensure that the new forms are used.

Click on a heading below for more information.

Patient consent form

Patient Consent Form (to which a pharmacy address can be added) (Word)

Patient Consent Form (PDF)

Contractors must use the consent form as detailed in the service specification or an alternative form which uses the same wording and captures the same information as the form set out in the service specification. The consent covers the administration of the vaccine. The form also notifies the patient of the information flows that may take place as necessary for the appropriate recording in the patient’s GP practice record and for the purpose of post payment verification.

If a community pharmacy contractor has access to an IT system which allows capture of the data elements within the Patient Consent Form, this can be used to maintain the clinical record for the service, but a printed version of the form will need to be produced from the system to allow the patient’s consent to be recorded in writing.

Relevant information from the Patient Consent Form may, on request, be shared with NHS England and NHS Improvement and the NHSBSA for the purpose of post payment verification.

Patient record form

Patient Record Form 2019/20 (Word)

Patient Record Form 2019/20 (PDF)

Contractors must maintain appropriate records to ensure effective ongoing service delivery. The minimum requirements for the information which should be included in a contractor’s record of provision of the service to a patient are the mandatory sections indicated within the Patient Record Form which is included in the service specification. Contractors can use this form to maintain their record of service delivery or the information can be recorded on an alternative form or in another way, such as an electronic system.

IT support for the service

It has not been possible for NHS England and NHS Improvement (NHSE&I) to put in place a national IT solution to support provision of the service and electronic notification of GP practices of vaccination of their patients. However in many areas LPCs and local NHSE&I teams have been able to arrange IT support for the service. Contact your LPC to find out whether that is the case in your area.

Where IT support is not available, contractors will instead be able to use a paper-based record keeping system.

Frequently asked questions

Frequently asked questions relating to record keeping and data requirements can be found on the Flu Vaccination FAQs page.

Return to the flu vaccination hub page

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